Emails & Activities. Getting a notification when email received? Any workarounds or apps?

Platform discussions
1

Hi Monday community

Are there any apps or workarounds to the OUtlook issue & KNOWING you’ve received a new email in monday?

Here’s my scenario:

I’ve moved a team of 8 people into a board in Monday. They are a busy team. Since moving them in a week ago we’ve had 561 items created.

We thought we would be able to cope managing workflow in 2 systems, being Outlook & Monday, but the team is really struggling and they’re starting to lost faith in Monday, because they have to swap back to Outlook. Before they just had Outlook.

I’ve got 2 simple rules in place via Outlook:

  • If the sender is internal bypass the Outlook inbox, forward the email to the CS Board and delete the email
  • If the sender is external, leave the email in the inbox and forward a copy to the CS Board. The reason being is that we need to email the customer back to say X Y Z has been done.

Emails & Activities app.

  • We can easily add the app and send an email
  • Where it becomes an issue is when the customer replies to the email. There doesn’t seem to be a way of being able to get notified when this reply arrives?

I’ve looked and tried a few of the automations for Outlook in Monday for Outlook but there just doesn’t seem to be a way of getting notified of a new email arriving in the emails & activities app – without having that email in the email column (Which won’t work for my use case)? Unless anyone can tell me otherwise?

Even if we could change a status when an email is received that would be great but I cannot find it. Does something exist please?

Thanks
Kev

2

Managing workflows between Outlook and Monday.com can be challenging, especially with high email volumes. To streamline the process and ensure your team doesn’t miss important customer replies, consider using integration tools like Integromat (Make) or Zapier. These tools allow you to automate notifications or status updates in Monday.com when an email is received in Outlook. Additionally, you can leverage Monday.com’s Email to Board feature, forwarding emails directly to a board where automations can trigger notifications or status changes. If development resources are available, using Monday.com’s API can create a custom solution that updates statuses or sends notifications when specific emails are received. As a simpler workaround, you might assign someone to monitor Outlook and manually update Monday.com when necessary, ensuring the team stays informed. These approaches should help your team manage workflows more efficiently across both apps.

3

Thanks for the insight. I have considered make.com, but my dev resource is severely tied up and we can’t get to it just yet.
We’re just about to put in a new CRM too, so I’m waiting to see 1) which one we choose and 2) how it’ll handle email volume.

I appreciate your reply though :slight_smile: